OCR Invoice Processing

Overview

A manufacturing company was drowning in paper invoices from hundreds of suppliers, each with different formats. Their AP team of 4 people spent most of their day manually keying invoice data into the ERP. Errors led to duplicate payments, missed discounts, and vendor disputes. We built an intelligent document processing pipeline that ingests invoices in any format (PDF, scan, photo, email attachment), extracts all relevant fields, validates against PO data, and feeds structured records directly into their ERP.

The Challenge

Invoice formats vary wildly — different layouts, languages, handwritten notes, poor scan quality, and inconsistent field naming. The system needed to handle all of these while maintaining the accuracy required for financial data. Integration with a legacy ERP system that only accepted data through a specific file import format added complexity.

Our Approach

We combined Google Document AI for initial OCR with a fine-tuned LLM for intelligent field extraction and classification. The system uses template learning — after processing a few invoices from a vendor, it recognizes that vendor's format and improves accuracy. A validation layer cross-references extracted data against purchase orders and flags discrepancies for human review rather than auto-posting errors.

Key Features

• Multi-format document ingestion (PDF, scan, photo, email)
• Intelligent field extraction with 99.2% accuracy
• Vendor template learning for progressive improvement
• PO matching and three-way validation
• Exception routing for human review
• ERP auto-posting with audit trail
• Duplicate detection and prevention

Results

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